Database Build

Part of our CARF Accreditation is analyzing data. If it can be measured, it can be reported. That being said our agency needs a database and reporting features to be developed. Our plan is to use Acess. However, we are open to suggestions

I designed and developed a database for a Division II athletic department 10 years ago in Access. So, I am somewhat familiar with the program, but I would need a substantial refresher. I would rather spend the money to have it built then spend hours in front of Youtube. I have the design idea, all the information we are interested in collecting and the reporting that will go along with it.

Trouble is the quotes we are receiving from freelancers and Access specialists are thousands and thousands. Does anyone either know of a more cost-effective way to have a database built whether it is for Access or another software company.

I looked at the templates and they weren't "enough". I would still have to get my hands dirty and figure out the tracking of the tests.

With CARF, they want data and they want to be able to measure that data. It is essentially a client database that will report demographics, customer satisfaction, and the results of tools or tests given to the client at the initial visit and every 6 months following.

The client information is the easy part. It is getting into the tools and the measurement of that data that gets complicated. For example, Mental Health. The client will take a test on the initial visit that will spit out a number. That number will give a general diagnosis. With those results, we move on to Level 2, that gives a more defined diagnosis. Then, to Level 3. After the administration of those tests, I score them. Which is of no concern. I have spreadsheets I developed that scores the results for me. I have to be able to track these results for the client, the program, the provider, and the agency.

The following is a list of what we're looking for:

We are interested in reporting on anything and everything. The following are examples:

Trend of Date of Intake

Number of clients per Provider

Number of clients per Type of Service

Number of clients per Client Status

Number of clients per Frequency

Number of clients per Diagnosis

Report of clients’ for program and agency:

Employment Status

Reason for Today

Age Range

Marital Status

Household Size

Public Assistance

Gender

Disability

Household Income

Race

Highest Level of Education Completed

Primary Language

Secondary Language

Military Status

Payment of Services

Report of Performance Tools: These tools will be issued to the client every six months from the date of intake in their respective program and the results will need to be tracked as such with respect to the date, the client, the provider, the program and the agency. The design would be in whichever way it would be easier to set this section up. Whether it is drop down menus or manual entry. This is the information we would like to track based on the specific Tool(s) and Domain in relation to the:

Type of Service

Provider

Date of Test to show the status throughout the program

Tool / Level scores

Domain scores

Score

Satisfaction Survey: This will be issued annually. The results will be tracked by:

Question

Provider

Program

Date

Agency

Question Examples:

How has Client A progressed throughout his / her program?

What are the results of the clients assigned to Provider A?

What are the Somatic Symptom scores for Ages 11 – 17 Level 2?

How many clients are African – American’s?

How many clients are active in each program?

How many clients were successfully discharged?

How many clients left the program early?

How many self – pay clients are there?

What is the primary of diagnoses in this community?

Is it viewed by the client that Prover B is not completely prepared for their session?

Are clients satisfied with the services of Provider C?

What is the overall satisfaction of the agency?

I have that data and the layout. Just need someone to put it together.

A cost effective approach to consider would be to simply build a fillable form(s) with fields that sync with a database. Document Management Software solutions typically include electronic form capabilities with SQL has common back-end. Reporting engine is also a common feature included. With you multi-level process that sounds like a workflow where the form would be routed from one user to the next for additional data to be entered. Workflow automation is not required but would be very helpful. You can configure multiple forms for different scenarios all linked by a patient ID for example.

Hello, I read your post with interest and I will be glad to help you. I have been an independent MS Access consultant for over 20 years and I have been a long time volunteer with United Ways Management assistance program helping employees of non-profit agencies better utilize technology. Since you have previous experience developing databases I would be glad to offer to meet with you online and we can develop your needed application in a collaborative approach. If you can design and layout all of the forms you are imagining with my help on any questions. I will be glad to do all of the VBA programming to make it work. Fist we would have to meet on line and define all of the tables together to ensure a good extensible data model. Please feel free to send me an email at dianejamail@earthlink.net and let me know if you think this approach could work for you.